Access to Library District’s Public Records

Records Maintained Under Control of the Library

Certain types of information maintained by us are exempt from inspection and copying. The following types or categories of records are maintained under our control and are available for public inspection:

• Monthly financial statements
• Annual receipts and disbursements reports
• Budget and appropriation ordinances
• Levy ordinances
• Operating budgets
• Annual audits
• Minutes of the Board of Trustees
• Library policies
• Annual reports to the Illinois State Library

The following records are available for public review at any time at the Library and on the Library's website:

• Current Prevailing Wage Tables: Sangamon County Wage Tables
• Strategic Plan 2022-2024
• Library Board Meeting Agendas - See Above
• Library Board Meeting Minutes - See Above
• Organizational Chart - FY24

We have the following number of persons employed:

1.  Full-time - 8
2.  Part-time - 24

Request for Information and Public Records

Records are available Monday through Friday, from 9:00 am to 5:00 pm, at the Chatham Area Public Library District Administrative Office, 600 East Spruce Street, Chatham, IL 62629 or [email protected] 

Access to Library District’s Public Records

The following procedures shall be followed when a person seeks access to information under the provisions of the Illinois Freedom of Information Act (5 ILCS 140/1 et seq.).

• Requests to inspect Library District records shall be submitted in writing to the Library District or designee in person, by email, fax or mail.  The Library District shall either comply with or deny written request for public records within five working days.  Under circumstances specified in Section 3 of the Act, the time for responding may be extended by not more than five working days.
• Inspection shall not be allowed when records are in immediate use by persons exercising official duties that require use of the records
• Requests must specify Library District records with reasonable particularity to avoid inefficient use of staff time in retrieving and preparing records for inspection
• Should the requested records be classified as exempt but contain information which is not exempt, the Library Administrator or designee shall redact the exempt material and release the remaining information for inspection and copying.
• The Library Administrator or designee shall be present during inspection or copying of Library District records.
• Upon Request, copies of the requested Library District public records shall be produced at the time of inspection.  A fee, which is reasonably calculated to reimburse the Library District for the actual costs of reproducing and certifying the public records, may be charged. There is a $1.00 charge for each certification of records. There is no charge for the first fifty (50) pages of black and white text either letter or legal size; There is a $.15 per page charge for copied records in excess of 50 pages; The actual copying cost of color copies and other sized copies will be charged.
• If the records are kept in electronic format, you may request a specific format and if feasible, they will be so provided, but if not, they will be provided either in the electronic format in which they are kept (and you would be required to pay the actual cost of the medium only, i.e. disc, diskette, tape, etc.) or in paper as you select.